MANUAL YEAR-END REPORT CHECKLIST
FOR FI$Cal DEPARTMENTS
(Use to ensure year-end reports are accurate and complete)
BUSINESS UNIT:
FUND NUMBER:
FUND NAME:
CHECKLIST COMPLETED BY:
DATE COMPLETED:
1
ALL REPORTS
Department name, business unit, fund name, and fund number appear on all reports.Reports have been prepared for all funds that have activity during the reporting year and/or balances on June 30.
Reports for Bond Funds and Special Deposit Funds have been prepared for each sub-fund.For the Special Deposit Fund, include a consolidated report.
Reports have been prepared for Non-Treasury Trust Funds (Fund 0990)
(i.e., money or property held in trust by a state department that is not required to be deposited in a fund in the State Treasury).
"SCO Use Only" areas on Reports No. 1, 3, and 5 are left blank, unless something is preprinted in that area.
CERTIFICATION LETTER
The certification letter must not exceed two pages in length. Fordepartmentswith several funds, a separate certification letter is required for each fund submitted.
The following information is included:
Only one fund is listed on the certification letter, with the exception of bond fund sub-funds.Department name and business unit appear on the letter as well as the mailing address, names of the agency Director and Chief of Accounting and their respective email addresses.
Fund name and number for each fund being reported.
All required reports are listed for each fund and/or sub-fund. If there are no amounts to report, include the statement “No Activity to Report” beside the appropriate report number.
Contact name, phone number, and e-mail address is listed for each fund.
A statement certifying the listed reports as being true and correct and the signature of the officer responsible for fiscal administration. Refer to SAM section 7951.
Only one Report No. 14 and Report No. 19 is submitted for the department. Report No. 14, 18, 19, and 22 appear under the heading "Special Reports." If there are no amounts to report, the statement “None to Report” follows the report title.
Indicate on each certification letter which Fund will include Report 14 and Report 19 for your agency.
REPORT NO. 1-REPORT OF ACCRUALS TO CONTROLLER'S ACCOUNTS
Department name, business unit, fund name and fund number are included on every page.All amounts are displayed with two decimal places and without $$$$ signs.
Credit amounts are displayed without brackets or minus signs.
For every amount listed, there is a “D’ or “C” in the “D/C” column.
Total debits equal total credits for accruals and encumbrances.
Accounts without accruals or encumbrances are left blank. No 0.00 (zero) amounts.
Abnormal accrual and/or encumbrance amounts recorded to GL and detail accounts are explained by a footnote or on an attached separate sheet of paper.
GL account number agrees with account description.
1
REPORT NO. 1-REPORT OF ACCRUALS TO CONTROLLER'S ACCOUNTS
Subsidiary fields are not zero-filled. (Should contain only a 4-digit fund number or a GL account preceded by a zero.)Accruals for Interfund Loan Receivables GL2170 and Interfund Loans Payable GL 4050 include subsidiary numbers that reflect the fund number of the other fund involved.
Accruals for Due From Other Funds, GL 1410, and Due To Other Funds, GL 3114, include subsidiary fund numbers identifying the fund number of the other fund involved.
Accruals for Due From Other Appropriations, GL 1420 or Due To Other Appropriations, GL 3115 includes 4-digit BU’s Units identifying the other agencies involved.
Subsidiary information for GLs 1390 and 1600 must identify the offsetting A/R account number, preceded by a zero. (For example 1600.01319)
Accruals are not reported for Encumbrances GL6150 and Reserve for Encumbrances GL5350.
Prepayments to Service Revolving Fund (SRF), GL 1730.0666, and Prepayments to State Compensation Insurance Fund (SCIF), GL 1730.0512 are not included.
Prepayments to Architecture Revolving Fund (ARF), GL 1730, and the corresponding Reserve for Prepaid Items, GL 5330, fund number 0602 is shown as the subsidiary number.
Accrual amount reported for GL 3410-Revenue Collected in Advance or GL 3420-Reimbursements Collected in Advance, represents only the advance collections which are still in General Cash, not amounts previously remitted to SCO. When the amounts shown on Report No. 1 are applied to Controller’s June 30 balance, the result should equal the amounts shown on Report Nos. 7 and 8.
Forms 571A, 571B, and 571 A/B (if used) agree with column totals on Report No. 2, except Prepayments not included on Report No. 1.
NOTE: The "Deferred Credits" column on Report No. 2 may include accruals for more than one GL account, but must be separated on Report No. 1.
Forms 571A, 571B, and 571 A/B agree with GL accounts on Report No. 8, Post-Closing Trial Balance.
GLs 1410, 3114, 3410, and 3420 entries agree with Report No. 8; Post Closing Trial Balance-Subsidiaries on File.
Forms 571-C and 571D (if used) agree with "Net Total Accruals per Agency" column (last column) on Report No. 2 (opposite sign), except for SRF and SCIF Prepayments.
Accruals for abatements or reimbursements to reverted appropriations are credited to Refunds to Reverted Appropriations in prior fiscal year.
No expenditure or transfer accruals are reported for any reverting appropriations that will not be reestablished by SCO in the current year.
Accounts not listed on preprinted Form 571-C, are included on Form 571D and verified with SCO.
Encumbrance amounts are equal to or less than the accrual amount. Debit and credit signs for the encumbrance are the same as the related accrual for an individual account.
REPORT NO. 1-REPORT OF ACCRUALS TO CONTROLLER'S ACCOUNTS
Encumbrances on forms 571-C and 571 D (if used) agree with the Report 6 "Encumbrances/Allocated Encumbrances" column for each appropriation line item Encumbrances are posted to the proper detail account.Net Debits/Credits on all pages (Encumbrances and Accruals) equal zero.
Agency General Cash GL 1110 has a debit balance.
DUE FROM OTHER FUNDS/APPROPRIATIONS AND DUE TO OTHER
FUNDS/APPROPRIATIONS SUPPLEMENTARY INFORMATION
Due To/Due From Supplemental Form should match Report 8 Subsidiaries on File.For each amount posted to GL 1410.XXXX/3114.XXXX, provide the 4-digit Org Code and agency name related to the accrual on Supplementary Information Form
Accruals for Due From Other Appropriations, GL 1420 or Due To Other Appropriations, GL 3115 includes 4-digit Bus Units identifying the other agencies involved.
The total of each GL account must agree with the GL account balance on the Pre and Post-Closing Trial Balance Reports, 7 and 8.
Due To/From SupplementalForm (Excel format) from State Controller’s Office website can be used in lieu of FI$Cal generate supplemental report. SCO link:
E-mail an electronic copy to and submit the hard copy of the form with the year-end reports to the SCO.
1
REPORT NO. 2-ACCRUAL WORKSHEET
Column totals agree with General Ledger accounts on Report No. 7 (excluding nominal accounts and Fund Balance Clearing) and Report No. 8.NOTE: Some columns on Report No. 2 may contain more than one GL account.
Accrual amount reported for GL 3410 or 3420 – Advance Collections, represents only the Advance Collections which are still in General Cash. Any amounts already received by SCO are excluded.
Uncleared Collections, Advance Collections, Sales Tax, Provision for Deferred Receivables, and the ORF Adjustment lines should net to zero in the "Net Total Accruals per Agency" column.
GL 1730, Prepayments to Other Funds and GL 2120, Advances to Other funds are included.
For shared funds, total agrees with GL 5570 (opposite sign) on Report No. 8;
NOTE: GL 5570 will differ by the amount of GL 3410 and 3420, Advance Collections, remitted to SCO.
OR
For non-shared funds:
General Ledger Account 1140
+General Ledger Account 1210
+General Ledger Account 3410 or 3420 (receipted by SCO)
+General Ledger Account 5530
=Report No. 2 Total (Opposite Sign)
REPORT NO. 3-ADJUSTMENTS TO CONTROLLER'S ACCOUNTS
Grand total agrees with the total Apply Current Year "Accruals” column F on Report No. 15.For Governmental Cost Funds, amounts reported should be adjustments that are needed to correct account balances on SCO records as of June 30.
For Nongovernmental Cost Funds Report No. 3 is submitted only for corrections to GLs 1140, 1210, 1730, and/or 2120. Submit Form 576A only. Adjustment is amount needed to bring department balance into agreement with the SCO's balance as of June 30.
Department name, business unit, fund name and fund number are included on every page.
All amounts are displayed with two decimal places and without $$$$ signs.
Amount column is blank for accounts without adjustments-no zero amounts.
The sum of Form 576A and Form 576-B net to zero.
Credit amounts are displayed without brackets or minus signs.
Adjustments to GL 1410, Due From Other Funds, and GL 3114, Due To Other Funds, include subsidiary numbers reflecting the fund number of the other fund involved.
GL 1420, Due From Other Appropriations and GL3115, Due To Other Appropriations include 4-digit bus unit of the other agency related to the accrual.
GL 1390, Allowance for Uncollectible Accounts and GL1600, Provision for Deferred Receivables include subsidiary number reflecting the general ledger account number (preceded by a 0) for the related receivable.
Adjustment amount(s) on Form 576-B agrees with the adjustment amount(s) reported on Report No. 5, Report No. 15, and the Transaction Request form.
REPORT NO. 3-ADJUSTMENTS TO CONTROLLER'S ACCOUNTS
Debits and credits on Form 576-B for each fund agree with debits and credits on the Transaction Request form.Copies of the Transaction Request forms explaining the adjustments are attached to Report No. 3. Each adjustment on Report No. 3 is cross-referenced to the appropriate Transaction Request form.
No adjustments are reported for reverting appropriations that will not be reopened by SCO in the current year.
Font size for accounts and amounts is no smaller than size 10.
REPORT NO. 4-STATEMENT OF REVENUE
Only Current Year Revenue is reported.Accruals agree with corresponding accruals on Report No. 1, Form 571-C, 571D, (if used)and Report 15.
Adjustments to Controller's Accounts agree with Report No. 3, Form 576-B.
REPORT NO. 5-FINAL RECONCILIATION OFCONTROLLER'S ACCOUNTS WITH FINAL BUDGET REPORT
Preprinted amounts are not altered. If an amount does not agree with the SCO preprinted amount, footnote the amount per the department’s records. Refer to Report Guide.All amounts are displayed with two decimal places and without $$$$ signs.
Adjustments agree with corresponding adjustments on Report No. 3, Form 576-B.
Accruals agree with corresponding accruals on Report No. 1, Form 571-C and 571D (if used).
Adjustments to Controller's accounts and accruals are posted to both the expenditure and the appropriation balance column.
Executive Orders and /or Budget Revisions approved by the Department of Finance by June30, but not yet recorded on Controller's records are summarized on the Pending Budget Revisions/Allocation Orders/Executive Orders line in the "Appropriation Balance" column and a copy is submitted with Report No. 5.
Allocation Orders not yet recorded on Controller's records by June 30 are summarized on the Pending Budget Revisions/Allocation Orders/Executive Orders line in the "Appropriation Balance" column and a copy is submitted with Report No. 5.
Expenditure totals and appropriation balances agree with corresponding totals on Report No.6 (except reverting year appropriation balance = zero ).
Expenditures agree with the corresponding amounts on Report 15.
Total appropriation balance is zero or a credit amount.
REPORT NO. 6-FINAL BUDGET REPORT
Report No.6 is not submitted to SCO. It is kept on file for audit purposes.
Balance for each program/category does not reflect a deficit.The “Balance” on the “Total Reference” line should be a credit or zero. A debit indicates the appropriation is over-spent.
Expenditures totals and appropriation balances agree with corresponding totals on ReportNo. 5 (except reverting year appropriation balance = zero on Report No. 5).
Expenditures by program/category agree with "Appropriation Expenditures" column on Report No. 15.
Reimbursements agree with "Reimbursement" column on Report No. 15.
REPORT NO. 7-PRE-CLOSING TRIAL BALANCE
GL account amounts agree with Report No. 8 down to Fund Balance.Abnormal accrual and/or encumbrance amounts recorded to GL accounts are explained by a footnote or on an attached separate sheet of paper.
GL 1510, Due from Federal Government, is used only in the Federal Trust Fund.
GL 3500, Liabilities For Deposit, should equal zero or have a credit balance.
For Federal Trust Fund, GL 8000, Revenue, and GL 9000, Expenditures should equal.
For non-shared funds, the ending balance of the GLs 1140 and1210 displayed on the Pre-Closing Report should have a debit balance and agree with the ending balance of GLs 1140 and 1210 displayed on the SCO Fund Reconciliation Report for each month from July through June.
For the Fund Administrator of shared funds, only the total debits and credit for the net of account 6510000 and 6520000, and 1120000 displayed on the Trial Balance Report(s) must agree with the total debits and credits for GLs 1140 and 1210 displayed on the SCO Fund Reconciliation Report for each month from July to June.
For the Special Deposit Fund (0942), report is ordered at fund, not fund detail level.
For G.O. Bond funds, a Report No. 7 is included at both fund and fund detail level.
For Federal Trust Fund, GL 5530 is zero.
NOTE: If money is being returned to the Federal Government in the upcoming fiscal year, the credit balance should be accrued.
For Federal Trust Fund, GL 1140, Cash in State Treasury, equals the SCO June 30 total balances in the "C" accounts of the "44" accounts and the appropriated accounts combined.
REPORT NO. 8-POST-CLOSING TRIAL BALANCE
For non-shared funds, GL 5530 Fund Balance-Unappropriated has a credit or zero balance.NOTE:Reports cannot be submitted to the SCO with a debit balance in GL 5530.
1
REPORT NO. 9-ANALYSIS OF CHANGE IN FUND BALANCE
Submit only for Nongovernmental Cost Fund (non-shared).
Beginning Fund Balance agrees with ending Fund Balance from prior year's Report No. 9 (include any adjustments made by Controller's after submission of reports).Receipts agree with GL 8000, Revenue, on Report No. 7.
Expenditures agree with GL 9000, Expenditures, on Report No. 7.
Ending Fund Balance agrees with Fund Balance (opposite sign) on Report No. 8.
Fund Balance for the Federal Trust Fund is zero.
For Special Deposit Fund (0942), report is ordered at fund detail, not fund level.
A footnote is included to explain adjustments that changed the prior year's ending fund balance.
REPORT NO. 13-REPORT OF EXPENDITURES OF FEDERAL FUNDS
Report No.13 is submitted to Department of Finance, Fiscal Systems and Consulting Unit (FSCU) with a copy to SCO.
The grand total of expenditures equals GL 9000, Expenditures, on the Report No. 7, Pre-Closing Trial Balance for the Federal Trust Fund.REPORT NO. 14-REPORT OF BANK AND/OR SAVINGS AND LOAN ASSOCIATION ACCOUNTS OUTSIDE STATE TREASURY
A zero balance account (ZBA), to accept credit cards as a means of payment, is considered an account outside the state treasury and must be included on Report No.14.
Department will generate report 14, Form Std. 445 (revised 4/2017) directly in FI$Cal. Submit a paper copy with a wet signature to SCO with the year-end reports.Indicate on each certification letter which fund will include Report No. 14 for your agency.
Department name and business unit appear on the report.
For departments that do not have accounts outside the state treasury, indicate on the certification letter.
Departments should verify the accounts, purpose, authority to be sure they are consistent with statute or DOF approval.
If the account has been closed during the reporting period, specify the date the account was closed.
If no accounts exits outside the Centralized Treasury System, indicate “No accounts outside State Treasury” on the Report 14.
ZBA’s are included on report
1
REPORT NO. 15-RECONCILIATION OF AGENCY ACCOUNTS WITH TRANSACTIONS PER STATE CONTROLLER
All amounts are displayed with two decimal places and without $$$$ signs.Amounts in the "Transactions per Controller" column agree with the balances on the Controller's records as of June 30.
Amounts posted in Reverse Prior Year "Accruals" column C agree with amounts posted in the Apply Current Year "Accruals" column F (opposite sign) on the previous year's ReportNo. 15.
Amounts posted in Reverse Prior Year "Adjust to SCO Accts" column B agree with amounts posted in Apply Current Year "Adjust to SCO Accts" column E (opposite sign) on the previous year's Report No. 15.
Amounts posted in Apply Current Year "Accruals" column F agree with accruals on ReportNo. 2 (opposite sign).
Amounts posted to Apply Current Year "Adjust to SCO Accts" column E agree with adjustments on Report No. 3.
Total of the left side of the report (column G) agrees with the total of the Transactions for Agency Accounts columns on the right side of the report.
Total in column G for each Clearing Account is zero.
Totals in the Transactions per Agency Accounts columns agree with the nominal account balances on Report No. 7.
Amounts posted in Reverse Prior Year "Corrections to SCO" column D agree with amounts in SCO's Prior Year Accrual Summary Report (opposite sign).
Total of Apply Current Year "Accruals" column F agrees with GL 5570 on Report No. 8 and total on Report No. 2 (opposite signs) for shared funds.
NOTE: GL 5570 will differ by the amount of any Advance Collections (GL 3410 and/or 3420) Remitted to SCO and GL 1210-Surplus Money Investment Fund.
OR
If the fund is non-shared, the total of Current Year "Accruals" column F on Report No. 15 agrees with the total on Report No. 2 (opposite signs) and the sum of:
General Ledger Account 65
+ General Ledger Account 1210
+ General Ledger Account 3410
+ General Ledger Account 5530
Statewide assessments should reconcile with Report 9.
REPORT NO. 18-STATEMENT OF CHANGES IN CAPITALASSETS